Grants and Budget Administrator

New York City/ Hybrid
April 2023
Full time, Regular, Exempt
Reports to
Director of Finance

Founded in 1968, the Guttmacher Institute is a global leader in advancing sexual and reproductive health and rights. Through a unique and interrelated program of high-quality research, evidence-based advocacy and strategic communications, the Institute works to generate new ideas, encourage enlightened public debate, and promote sound policy and program development; its overarching goal is to ensure the highest standard of sexual and reproductive health and rights for all people worldwide. The Institute is engaged in building a more inclusive, transparent and equitable organization.

Position summary

The Guttmacher Institute is a $30 million nonprofit funded by many private foundations, the National Institutes of Health, several foreign governments and multinational organizations, and individual contributors. The Grants and Budget Administrator will report to the Director of Finance and will work closely with the Contract and Compliance Specialist to manage funder compliance and reporting and with the finance Department to manage grant spending and budgets. Working collaboratively with the Development and Program divisions (Research, Policy, and Communications & Publications), the Grants and Budget Administrator will be responsible for ensuring that all grant-funded projects are within budget and compliant with all donor requirements. The Grants and Budget Administrator will collaborate with staff across the Institute to develop budgets for all new and renewing grants. The position will take the leading role in preparing financial reports for funders and will collaborate with the Contracts and Compliance Specialist to ensure institutional compliance with funder guidelines. 

  • In concert with the Development and program divisions, develop budgets for all grant proposals.
  • Responsible for compliance with and implementation of donor requirements and regulations, and for briefing staff on any new or updated funder policies and procedures.
  • Serve as the liaison between Finance and Development and program divisions.
  • Take the lead in the monthly reconciliation between Finance and Development.
  • Support the Controller and the Finance team in preparing schedules and reports for the annual audit.
  • In collaboration with the project teams, develop spending forecasts for all projects. Where variances are identified, work with the Finance team and project staff to develop corrective action. Where needed, work with the Development team to report variances to the funder.
  • Maintain a schedule of all grants receivable and collaborate with the Finance team to develop cash flow projections.
  • Work with the project teams to develop and monitor staff time allocations.
  • Review all requests for grant expense reclassifications for the Controller’s approval.
  • Work with the Controller to maintain up-to-date overhead rates.
  • Responsible for tracking and coordinating projects that have multiple funding sources, including strategies for spending out each funder.  
  • Responsible for tracking federal grant spending in compliance with all guidelines and regulations.
  • In collaboration with the Development team, maintain a master calendar of all grant reporting.
  • Develop all financial reports to donors and secure required signoffs within deadlines.
  • Support the Development team to produce all financial reports to donors within deadlines.
  • Collaborate with the Development team in the maintenance of all grant documentation.
  • Work with the Finance team and the Vice President for Finance and Administration to develop Institute-wide revenue and expense forecasts.
  • Support the Vice President for Finance and Administration in preparing reports for Executive Leadership Team and the Board of Directors.
  • Train relevant new hires in grant administration requirements and use of project financial systems and reporting.
Qualifications and skills
  • Seven years of grant management experience.
  • Extensive knowledge of nonprofit budgeting and finance.
  • Excellent knowledge of grant processes and practices.
  • Extensive experience in grants-level cash flow management.
  • Extensive experience with US and foreign government grants required.
  • Extensive experience with grants from multinational organizations, US, and foreign foundations required.
  • Experience collaborating with finance team for required reporting on Federal Grants for annual Single Audit and SEFA.
  • Excellent initiative and ability to work independently as well as part of a team.
  • Ability to carry out job duties and work in a cross-functional team environment.
  • Excellent interpersonal and communication skills, both written and verbal.
  • Must be well organized and detail oriented.
  • Proficient in the use of Excel, Word, and web-based collaboration tools. Should be a sophisticated user of technology platforms.
  • Ability and willingness to learn new systems, techniques, and procedures.
Salary and benefits

Salary starting at $76,000 to $97,375 commensurate with experience. Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time, paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally.

Guttmacher is an Equal Employment Opportunity Employer

How to Apply

To apply, submit resume and cover letter here.

Please note that telephone inquiries will not be acknowledged. No agencies, please.

Guttmacher is an Equal Employment Opportunity employer  

The Guttmacher Institute seeks to foster a diverse, inclusive and equitable work environment, where employees’ talents are valued and recognized as an asset to the achievement of our mission. We endeavor to make the application process accessible to all users. If you need assistance learning about or applying to our employment opportunities, please contact our human resources department at (212) 248-1111 or [email protected].